How to Schedule Preventive Maintenance Without Software Bloat
Enterprise CMMS systems are overkill for most small businesses. Here's how to set up effective preventive maintenance schedules without the complexity.
What is Preventive Maintenance?
Preventive maintenance (PM) is the practice of performing scheduled maintenance on equipment before it breaks down. Instead of waiting for failures (reactive maintenance), you service equipment at regular intervals based on time or usage.
Studies show preventive maintenance can:
- Reduce equipment failures by 50-70%
- Extend equipment life by 20-40%
- Lower total maintenance costs by 12-18%
- Improve safety and reduce accidents
Types of Maintenance Schedules
There are three main types of preventive maintenance schedules:
Time-Based (Calendar)
Service is due after a set period of time, regardless of usage.
Examples: Annual safety inspections, quarterly filter checks, monthly lubrication
Best for: Compliance items, equipment used consistently, items that degrade over time
Usage-Based (Miles/Kilometers)
Service is due after a set amount of usage, measured by odometer.
Examples: Oil change every 5,000 km, tire rotation every 10,000 km
Best for: Vehicles and equipment where wear correlates to distance traveled
Usage-Based (Operating Hours)
Service is due after a set number of operating hours.
Examples: Hydraulic oil every 500 hours, full service every 1,000 hours
Best for: Heavy equipment, generators, machinery with hour meters
5 Steps to Set Up PM Schedules
- 1
List Your Equipment
Create an inventory of everything that needs regular maintenance. Include make, model, serial numbers, and current usage readings.
- 2
Identify Maintenance Tasks
For each piece of equipment, list the maintenance tasks required. Check manufacturer recommendations, warranty requirements, and your own experience.
- 3
Set Intervals
Determine the appropriate interval for each task: time-based (every X days/months) or usage-based (every X km/hours). Use manufacturer specs as a starting point.
- 4
Set Up Reminders
Use software, calendar reminders, or a tracking system that alerts you before services are due - not after.
- 5
Track and Adjust
Record completed maintenance and review periodically. If equipment is failing before scheduled services, shorten intervals. If equipment looks fine at service time, intervals may be conservative.
Simple PM Scheduling Software
MaintainLog gives you preventive maintenance scheduling without the complexity of enterprise CMMS. Set up time or usage-based schedules, get automatic reminders, and track completions.
Free for up to 5 assets. No credit card required.
Common PM Schedule Examples
| Equipment Type | Task | Interval |
|---|---|---|
| Vehicles | Oil change | 5,000-10,000 km |
| Vehicles | Safety inspection | 12 months |
| Heavy equipment | Engine oil | 250-500 hours |
| Heavy equipment | Hydraulic service | 500-1,000 hours |
| Generators | Oil & filter | 100-250 hours |
| Compressors | Filter & belt | 500 hours |
Avoid These PM Scheduling Mistakes
- ✗Setting intervals too far apart to save money (leads to failures)
- ✗Not tracking usage (you can't schedule by hours if you don't know the hours)
- ✗Relying on memory instead of a system (things slip through)
- ✗Over-complicating with enterprise software (costs more in time than it saves)
- ✗Not recording completed work (no history for audits or resale)